Executive Assistant

The youngest of all the ILM studios, the India studio leverages the expertise and technological know-how developed over 40 years at Industrial Light & Magic combined with the top artists and technicians in the region. Knowledge and culture flow freely between the company’s five studios and the global team shares tools and workflow allowing for seamless collaboration on all shared projects.

As we grow ILM Mumbai, we are seeking an Executive Assistant to join as one of the first members of the team and be a part of building the studio and its technology infrastructure.

The Executive Assistant provides professional, proactive and flexible support to the Studio Executive team. Key responsibilities include complex dairy management, international travel co-ordination, arrangement of reviews, interviews and client meetings, organizing and managing team building and social events, reconciling expenses and high-profile client liaison.

**What You’ll Do**
- Organize and maintain diaries and make appointments for several Executives on a daily basis - managing their diary and answering meeting requests on their behalf
- Act as the Executives’ first point of contact with people from both inside and outside the organization
- Screen phone calls, enquiries and requests, and handling them when appropriate
- Prepare and/or draft correspondence and prioritize items that need attention
- Prepare reports by researching and analyzing information
- Produce documents, briefing papers and presentations
- Coordinate document signatures, copying and dissemination
- Prepare extensive personal and company expenses
- Partner with Finance to ensure invoices and expenses are processed in a timely manner
- Book all travel and accommodation requirements, ensuring schedules are updated
- Devise and maintain office systems, including data management and filing
- Proactively assist will all general administrative functions as needed/requested
- Undertake ad-hoc projects as required
- Get actively involved in organizing studio wide initiatives and events as required
- Meeting document preparation including agenda preparation and distribution
- Attend Management meetings and take minutes as required
- Book all meeting rooms and facilities as requested
- Coordinate and meet on-site visitors to the studio
- Order, buy, or pick up catering as needed
- Provide assistance with various mailings and gifts

**What We’re Looking For**
- GCSE English & Math's or equivalent qualification
- Proven extensive experience within an Executive Assistant role required
- Experience of working within a fast-paced and creative industry delivering high levels of service required
- Excellent verbal and written communication skills
- Must be extremely detail-oriented, organized and pro-active
- High levels of accuracy and attention to detail when under pressure
- Outwardly demonstrates a positive, helpful and ‘can do’ attitude to work, always embracing tasks with an eagerness and drive to get things done
- Able to build a strong rapport with employees at all levels
- Must be reliable and have a flexible and professional disposition
- Demon Demonstrates professionalism and ability to maintain the highest level of confidentiality
- Ability to manage and thrive within an ambiguous environment
- Highly innovative and creative approach to accomplish work
- Preferred Skills/Competencies:

- Experience partnering within a US organization beneficial
- Experience of project management is beneficial
- Technical Skills: Highly computer literate. Must be proficient with the following software; MS Word, Excel, Power Point, and Outlook.

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